4 Things To Consider When Planning a Corporate Event
Hosting a function for your business can be a big responsibility, and it's often easy to underestimate the amount of planning that goes into a successful event. Whether you are hosting a holiday gala, a product launch, a team building event, or a customer appreciation party, there are several decisions to make and factors to consider. These tips from the event experts at Art Room Events can help guide you as you plan your next corporate event.
1. Selecting a Venue
The ideal location depends on the nature of your event, and different functions require unique features. Help narrow down your options when searching for a venue by asking yourself these key questions:
Cost: Is it within budget?
Capacity: Is it big enough?
Location: Is it easy to find?
Parking: Is there parking available?
Availability: Can you book it for your date?
Amenities: Does it have necessary lighting, sound systems, bar, tables for catering, high-tops for the cocktail hour, and facilities?
Accessibility: Is it accessible for guests with mobility issues?
These questions can help you understand what to look for in a venue. If you are hosting an event with a substantial guest list, you need enough space to accommodate everyone. Likewise, access to a kitchen or catering services is essential if your event involves a full-course meal. Some factors might be more important than others, so you should weigh your options carefully. See Art Room Events catalog of some of Chicago best private event spaces.
2. Creating a Menu
Depending on the venue, you might have an option for in-house catering, which experts say can save time and money by eliminating the need to research and hire an independent caterer. You can further reduce costs for small-scale events by preparing the food yourself. However, consider the process of the food delivery to the venue, temperature control throughout the event, tray replenishing & cleaning throughout the event. Perhaps, hiring hourly staff - catering event assistants/servers is a good route to take to be able to enjoy the event without the need to “work” it.
Whether you serve a full-course meal or just drinks and hors d'oeuvres, being aware of dietary needs can help ensure your guests have a positive experience. Try to accommodate common dietary restrictions by offering clearly-marked gluten-free, vegan, or kosher options. If you hire a caterer, consult with them to create a menu that all your guests can safely enjoy.
Beverage catering is another important element to keep in mind. Various event venues have bartenders on staff, as well as a liquor license. However, if you are hosting an event at your office space or renting out hosting space hourly via Peerspace, you may want to consider hiring a bartending service on demand and provide your own liquor or work with a liquor catering company but prepare to pay a premium rate.
3. Hiring Entertainment
There are many options for entertaining your guests, and finding the right fit for your event is not always straightforward. If entertainment is the main focus, illusionists, dance troupes, and comedians are great options. If you aim to create an atmosphere, consider an orchestral set or a cover band instead.
When searching for performers, ask about technology requirements to ensure your venue has the lighting or sound systems needed for the show.
If you would like your event to stand out and add an immersive entertainment experience, consider hiring Art Room Events to produce their Interactive Speakeasy Mystery Party as a part of your cocktail reception, or a magician to walk around the room and interact with the guests.
4. Raise Awareness
Now as you put all the time and efforts into planning & pre-production, promotion is essential for achieving a good turnout, and unless you host an intimate, invitation-only affair, you need to invest in marketing. When advertising your event, start early so your ads can reach more people. Marketing channels, such as email blasts, promotional videos, and social media ads, are great for getting the word out about your event.
Generate interest on social media when you design a Facebook ad using an online ad maker. You can utilize different fonts and colors and customize your ad by including a logo and information about your event. Another way to promote your event is to reach out to influencers and podcasters to advertise directly to their fans, allowing you to target a specific audience.
Planning a corporate event requires time, energy, and resources. Understanding your goals for the event can help you determine what you need to pull it off successfully. Consider the location, food and entertainment options, and how you will advertise your event to ensure a good turnout and satisfied guests.